INVITATION FOR BID NO. RFP 16-18-21
BID DUE DATE: Wednesday, January 20, 2016 @ 3:00 p.m. local time
LOCATION for mail/bid delivery:
Sunnyside Unified School District No. 12
Warehouse Building/Purchasing Department
2241 E. Wieding Road
Tucson, Arizona 85706
Please note, bids delivered to any other address than the Warehouse building or Purchasing
Department will be deemed non-responsive and will not be considered for award.
Material and/or Service: E-Rate Category 1 - Internet Access and Telecommunications Services
In accordance with School District Procurement Rules in the Arizona Administrative Code (A.C.C.)
promulgated by the State Board of Education pursuant to A.R.S. 15-213, Bids for the material or services
specified will be received by the Sunnyside School District, at the above specified location, until the time
and date cited. Bids received by the correct time and date shall be opened and the name of each bidder, the
amount of each bid, and other relevant information deemed appropriate by the school district shall be
recorded. All other information contained in the Bid shall remain confidential until award is made and the
bids submitted by bidders and all information contained within will be available for public inspection.
Late bids will not be considered.
Bids must be submitted in a sealed envelope and marked plainly on the outside of the envelope the
invitation for bid number, the bidder’s name, and address. Bids must be submitted on the forms provided
by this office; otherwise, they will not be considered.
SUSD reserves the right to accept or reject any bid or any part thereof; unless specified otherwise, and to
waive any informalities in any bid (for any reason whatsoever), deemed by us to be for the best interest of
the District.
Any questions related to a request for bid shall be directed to the contact person whose name appears
below.
CONTACT PERSON: Debra Helmey
PHONE NUMBER: 520 545-2138
DATE: 12/17/2015
VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE INVITATION
FOR BID.
Authorization:
Debra Helmey, Purchasing Supervisor
EMAIL: debrah@susd12.org
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SPECIAL TERMS AND CONDITIONS
PURPOSE: The purpose of this proposal is to provide Sunnyside School District E-Rate Category
1 - Internet Access and Telecommunications Services as indicated and specified below.
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EVALUATION SCHEDULE: The proposals will be initially evaluated for
conforming to the requirements of the RFP. Then a technical score will be given.
The proposals with the two highest scores may be interviewed and businesses
inspected to determine the best interest of the district.
TERMS OF AWARD(S): It is the intent of the school district to issue a contract for
the period as indicated under Contract Period .
AWARD BASIS: Successful vendor will be determined by Evaluation Criteria as
indicated in the bid. Awards will not be made based on price alone. The district
reserves the right to arrange for discussions to assist in the evaluation of proposals in
accordance with A.A.C. R7-2-1047.
Any deviations from the general terms and conditions or exceptions taken shall be
described fully and appended to the proposal form on the vendor’s letterhead over the
signature of the person signing the proposal form. Such appendages shall be
considered part of the vendor’s formal proposal. For the absence of any statements
of deviation or exception, the proposal shall be accepted as in strict compliance with
all terms and conditions.
If a vendor receives a proposal award, an order is placed and vendor is unable to meet
the delivery requirements, meet service requirements, or material that meets the
Districts needs as outlined in the Request for Proposals, or is unable to hold proposal
price, or fails to provide product or service within a reasonable period of time,
AND/OR fails to provide product complying with proposal specifications, as
determined by the District, the District reserves the right to go to the next lowest
proposal price of equal quality which meets proposal specifications. If the proposal
item delivered does not meet specifications or is received in an unsatisfactory
condition and is in a damaged or unusable condition, or if service is unsatisfactory,
vendor must pick up item immediately, and replace to each district’s satisfaction at
no additional charge, or issue full credit, for service a return visit must be
rescheduled within 24 hours. Rejected items must be removed from the District’s
premises by the vendor upon verbal notification.
EVALUATION:
In accordance with R7-2-1041 through R7-2-1050 and ARS 41-2534, award(s) will
be made to the responsive and responsible offeror(s) whose proposal(s) is (are)
determined in writing to be most advantageous to Sunnyside School District.
Representatives of the District will evaluate the proposals and rank them from most
likely to the least likely to meet the requirements outlined in the RFP. If several
proposals are very closely ranked, the District may call for interviews to assist in the
decision-making. In addition to interviews, the District reserves the option to call for
and enter into discussions with the firms considered most likely to meet the
requirements for the purpose of negotiations, on pricing and/or other portions of the
proposal, if considered by the District to be in the best interest of the District.
6.
Evaluation criteria are listed below in their relative order of importance:
Price of the Eligible goods and services. This criteria will be worth 30%..
Prior experience. This criteria is worth 25%.
Personnel qualifications. This criteria is worth 20%.
Ability to Meet the needs of the District. This criteria is worth 20%.
Responsiveness of proposal. This criteria is worth 5%,
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7.
.BILLING: The successful bidder is to provide a monthly statement of the services
provided.
NON-COLLUSION STATEMENT: Each proposal shall include a signed NonCollusion Statement. The statement is enclosed and can be found on the last page.
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Successful vendor providing services shall be required to inform SUSD if they employ any
ARIZONA STATE RETIREMENT SYSTEM Retirees collecting ASRS pension. If so, vendor shall,
as a condition of acceptance:
1.
Provide the names of all ASRS retirees it employs
2.
Provide on a biweekly basis, by ASRS retiree the amount of total wages it paid
those individual during that period in connection to services to SUSD#12
Reimburse Sunnyside Unified School District the amount of “Alternate Contribution Rate”
(ACR) the District had to pay ASRS as a result of #2 . The current ACR rate is 8.64% of total
wages and this rate is subject to change annually as determined by ASRS.”
3.
PROTESTS
A protest shall comply with and be resolved according ot Arizona Department of Education
School District Procurement Code Rule A.A.C. R7-2-1141 – R7-2-1153. Any formal protest of
the RFP must be filed with Kenneth Kmak , Director Of Business Operations (District
Representative), 2238 E. Ginter Road, Tucson, Arizona 85706, phone number (520) 545-2043.
Protest shall be filed within ten days after the protester knows or should have known the basis of
the protest, whichever is earlier.
INDEMNIFICATION
The successful bidder shall indemnify and save harmless SUSD from and against all claims, suits,
actions, liability, loss, damage and expense arising from any negligent act or negligent omission of the
vendor or any subcontractor of the vendor under this contract or any of their respective agents or
employees in connection with the performance of this contract.
TERMINATION FOR CONVENIENCE
The school district reserves the right to terminate the contact in whole or in part anytime for the
convenience of the school district without penalty recourse. The procurement officer shall give
written notice to the contractor of the termination at least thirty days before the effective date of
the termination.
PROPRIETARY/ CONFIDENTIAL INFORMATION
Each vendor is to indicate in his or her proposal if anything is proprietary or confidential in
nature.
INFORMATION ABOUT OUR DISTRICT
The Sunnyside School District desires to contract with a vendor to provide consulting
services. The District has approximately 17,500 students K-12.
INCLUDE WITH YOUR PROPOSAL THE FOLLOWING INFORMATION;
1.
Length of time your firm has been in business under their current name.
2.
Length of time your firm has been doing business in Arizona.
3.
Length of time your firm has been providing services offered.
4.
All offerors must demonstrate the willingness and capability of services as specified
within this RFP.
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5.
All offerors must include a list of three (3) customers for references who have used
this vendor’s services and the time period used. Any customer listed for reference
must be currently operating under an identical or substantially similar service to the
proposed. For each reference indicate name of firm, address, contact person,
telephone number and date the service began.
Registered Sex Offender Restriction. Pursuant to this RFP, the successful bidder by acceptance
of award of this RFP and a purchase order, agrees by acceptance, that no employee of the
successful bidder or a sub contractor of the successful bidder, who has been adjudicated to be a
registered sex offender, will perform work on District premises or equipment at any time when
District students are, or are reasonably expected to be, present. The successful bidder further
agrees by acceptance of this order that a violation of this condition shall be considered a material
breach and may result in a cancellation of the order at the District’s discretion.
PRICE CLAUSES:
Prices shall be firm for the initial term of the contract. Prices as stated must be complete for the
services offered and shall include all associated costs. DO NOT include sales tax on any item in the
proposal. Your firm is to indicate the cost of each service.
PURPOSE:
The purpose of this RFP is to contract with qualified firm(s) or individual(s) to perform in
accordance with RFP requirements and specifications as set forth in the Arizona Procurement Code.
CONTRACT AWARD: Where applicable, the School District Reserves the right to make multiple
awards or to award a contract by individual line items, by a group of line items, or to make an
aggregate award, whichever is deemed most advantageous to the School District.
CONTRACT PERIOD: It is the intent of the District to award a multi-term contract, beginning July 1,
2016 through 12 (twelve) months. Providing funds are appropriated to support continuation of
performance in a subsequent fiscal period, contract may, by mutual agreement between the awarded
firm/person and Sunnyside Unified School District No. 12, be extended on a fiscal year-to-year basis.
Contract renewal will also be based on the performance of successful bidder and what is in the best interest
of Sunnyside School District. The total time of contract not to exceed five (5) years.
Background:
Sunnyside Unified School District #12 consists of 14 elementary schools, 4 middle schools, and 3 high
schools. Enrollment is currently 17,500 students with moderate growth predicted for the next several
years.
Any contract issued from this RFP is subject to cancellation pursuant to A.R.S. 38-511.
Conflict of Interest. As per A.R.S. #38-503, each bidder is to disclose any substantial interest that they
have with a Sunnyside Unified School District employee or Governing Board Member. All parties
hereby are put on notice that this Contract is subject to termination if any District employee or
Governing Board member has substantial interest in the firm and/or services and has not followed
State and District rules governing orders in such interest.
Contractor’s Employment Eligibility
By entering into the contract, contractor warrants compliance with A.R.S. 41-4401, A.R.S. 23-214, The
Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations.
The District may request verification of compliance from any contractor or subcontractor performing work
under this contract. The District reserves the right to confirm compliance in accordance with applicable
laws.
Should the district suspect or find that the contractor or any of its subcontractors are not in compliance, the
District may pursue any and all remedies allowed by law, including, but not limited to: suspension of work,
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termination of the contract for default, and suspension and/or debarment of the contractor. All costs
necessary to verify compliance are the responsibility of the contractor.
Terrorism Country Divestments
Per A.R.S. 35-392, the School District is prohibited from purchasing from a company that is in violation of
the Export Administration Act.
Scrutinized Business Operations
Per A.R.S. 35-391, the School District is prohibited from purchasing from a company with scrutinized
operations in Iran or Sudan.
Employee Eligibility Verification
Each contractor shall warrant compliance with all federal immigration laws and regulations that relate to
their employees and that they have verified employment eligibility of each employee through the E-Verify
program. The contractor shall acknowledge that a breach of the warranty shall be deemed a material
breach of the contract subject to penalties up to and including termination of the contract.
The contractor further acknowledges that the School District retains the legal right to inspect the papers of
any contractor or subcontractor employee who works on the contract to ensure compliance by the
contractors or subcontractor.
Fingerprinting Requirements:
A contractor, sub- contractor or vendor or any employee of a contractor, subcontractor or vendor, who is
contracted to supply services on a regular basis (at least five (5) times during a month) shall at its own
expense, obtain a valid fingerprint clearance card in accordance with A.R.S. 41-1758.
A copy of the valid fingerprint clearance card shall be supplied to the District upon request.
An exception to this requirement may be made as authorized in Governing Board policy.
Bidders who fail to respond to Request for Proposals for two consecutive procurements of similar items or
services may be removed from the Sunnyside School District master bidder’s list. A notice will be sent if
you have not responded to two consecutive Request for Proposals.
SEE PAGES 8 FOR THE OFFER FORM ATTACHED TO THIS SOLICITATION.
In order to prepare your bid, the District is supplying the following information regarding its current
network. Bidders may make site visits to review the current infrastructure. In submitting bids, the District
is expecting all bidders to bid connectivity at least equal to the existing infrastructure.
Telecommunications Services for Sunnyside Unified School District:
Service Category A – Dedicated Internet Access
 Dedicated Internet Access servicing at minimum of 2 Gbps service, including
publically routable class C (“/24”) IP address block and domain name hosting. Please
include pricing schedule to allow for Internet bandwidth increases in increments of
100 Mbps for future scalability of up to 16 Gbps. Internet service must to be
delivered to district’s WAN aggregation point located at SUSD District Office, 2238
E. Ginter Rd., Tucson, AZ 85706. Service must be handed off via compatible
interface to support provided bandwidth into district’s layer 3 switch (10Gbase
Ethernet interface).
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Service Category B – Telecommunication Services
 Five (5) PRI T1 circuits to provide dial-tone/voice trunks to District’s Cisco Call
Manager VoIP infrastructure. Pricing should include all installation, monthly
recurring and non-recurring costs.
 DID’s, quantity of 4000 routed into the above describe PRI’s. Currently using DID
range 545-2000 to 545-6000. Proposal must include porting of this range, if
applicable.
 Long Distance, Interstate and Intrastate pricing.
 22 POTS lines for analog service to school sites as listed below. Pricing should
include all installation, monthly recurring and non-recurring costs.
Service Category C – Metro Ethernet Wide Area Network Services
 Proposals must minimally provide Metro Ethernet WAN service meeting the desired
levels as described in the table below. Proposals may include alternative solutions
which provide similar wide-area network connectivity with an appropriate
technology. While the bandwidth listed below is the desired amount for FY20162017 funding year, SUSD may require WAN bandwidth increases in subsequent
years. Please include pricing schedule to allow for WAN bandwidth increases in
increments of 1 Gbps for future scalability including up to 20 Gbps host port at DO.
WAN Service Location
Address
District Office (DO)
Craycroft Elementary School
Drexel Elementary School
Elvira Elementary School
Esperanza Elementary School
Gallego Primary Fine Arts Magnet
Liberty Elementary School
Los Amigos Elementary School
Los Niños Elementary School
Mission Manor Elementary School
Rosemarie Rivera Elementary School
Santa Clara Elementary School
Summit View Elementary School
Apollo Middle School
Billy Lane Lauffer Middle School
Challenger Middle School
Gallego Intermediate Fine Arts Magnet
Sierra Middle School
Desert View High School
Sunnyside High School
Ocotillo Early Learning Center
S.T.A.R. Academic Center
2238 E. Ginter Rd.
5455 East Littletown Rd.
801 E. Drexel Rd.
250 W. Elvira Rd.
2353 E. Bantam Rd.
6200 S. Hemisphere Pl.
5495 S. Liberty Ave.
2200 E. Drexel Rd.
5445 S. Alvernon Way
600 W. Santa Rosa St.
5102 S. Cherry Ave.
6910 S. Santa Clara Ave.
1900 E. Summit St.
265 W. Nebraska St.
5385 E. Littletown Rd.
100 E. Elvira Rd.
3700 E. Alvord Rd.
5801 S. Del Moral Blvd.
4101 E. Valencia Rd.
1725 E. Bilby Rd.
5702 S. Campbell Ave.
5093 S. Liberty Ave.
PROPOSAL FORMAT
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Desired WAN Bandwidth to
WAN hub (DO)
10 Gbps Host Port (WAN hub)
N/A (WAN via fiber to Lauffer)
1 Gbps
1 Gbps
1 Gbps
1 Gbps
N/A (WAN via fiber to Apollo)
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
1 Gbps
N/A (WAN via fiber to Ocotillo)
1 Gbps
N/A (WAN via fiber to Ocotillo)
2 Gbps
1 Gbps
The original and 1 (one) electronic copy on CD-Rom or flash drive of the proposal shall be
submitted. Offerors shall submit sufficient information with their proposals that will allow the
District to accurately evaluate the capabilities and effectiveness of the submitting firm. The following
format and information shall be submitted by each offeror:
1.
2.
3.
4.
5.
Background information: Offeror shall provide detailed information on the type of
business, length of time doing business, and location of business, number of employees,
training programs for employees, etc.
Key individuals assigned to District: Offeror shall clearly detail the personnel that will
be assigned to the District for the duration of the project. This information shall include
sufficient background information on the personnel to include educational history,
advanced degrees, certifications, number of workshops given, and length of time doing
this type of service.
Scope of Services: Offerors shall provide a detail on the scope of services that will be
made available to the District. This will be a detailed listing of capabilities, resources,
etc., that will be available to the District if awarded a contract. This shall include the
specifics on all your costs of services available.
Experience: Offerors shall provide a minimum of three clients where similar services
have been performed. Information shall include name of account, contact person, phone
number, and brief review of services performed. Preference may be given to those
offerors able to list educational clients K-12.
Fee Schedule: Offerors shall provide specific detail by section on their fee schedule. All
though a flat hourly rate is preferred, a sliding scale, and/;or commission schedule may
be proposed. The fee schedule shall be complete covering all potential costs points
including correspondence and travel (if necessary).
Please include the following forms with your proposal.
OFFER AND ACCEPTANCE
The undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms,
conditions, specifications and amendments in the Solicitation and any written exceptions in the offer.
Arizona Transaction (Sales) Privilege Tax License No.:
For clarification of this offer, contact:
__________________________________________________ Name:________________________
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Federal Employer Identification No. _____________________
Phone:_______________________
__________________________________________________
Fax:_________________________
Tax Rate:__________________________________________
Email:_______________________
__________________________________________________
Company Name
____________________________
Signature of Person Authorized
To sign offer
_________________________________________________
Address
____________________________
Printed Name
__________________________________________________
City
State
Zip
____________________________
Title
CERTIFICATION
By signature in the Offer section above, the Bidder certifies:
1.
2.
3.
4.
5.
6.
7.
The submission of the offer did not involve collusion or other anti-competitive practices.
The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive
Order 99-4 and 2000-4 or A.R.S. 41-1461-1465.
The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future
employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the
submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in
rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be
subject to legal remedies provided by the law.
The offeror warrants that it and all proposed subcontractors will maintain compliance with the Federal Immigration and
Nationality Act (FINA), A.R.S. 41-4401 and A.R.S. 23-214 and all other Federal immigration laws and regulations related
to the immigration status of its employees which requires compliance with federal immigration laws by employers,
contractors and subcontractors in accordance with the E-Verify Employee Eligibilty Verification program.
In accordance with A.R.S. 35-391, the offeror is in compliance and shall remain incompliance with the export
Administration Act.
In accordance with A.R.S. 35-397, the offeror does not have scrutinized business operations in Iran or Sudan.
In accordance with A.R.S. 15-512, the offeror shall comply with fingerprinting requirements unless otherwise exempted.
ACCEPTANCE OF OFFER
The offer is hereby accepted.
The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the
solicitation, including all terms, conditions, specifications, amendments, etc. and the Contractor’s Offer as
accepted by the school district/Public Entity.
This contract shall henceforth be referred to as Contract No. ________________________________.
The Contractor has been cautioned not to commence any billable work or to provide any material or service
under this contract until Contractor receives purchase order, contract release document, or written notice to
proceed.
Awarded this_______day of ___________________20____
__________________________________________________
Authorized Signature
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